1. CGPS Membership

Academic units are encouraged to nominate individuals associated with their respective departments, colleges and schools who are actively engaged in of furthering the education of graduate students and enhancing the research, scholarly and artistic work at the University of Saskatchewan for membership in the College of Graduate and Postdoctoral Studies (CGPS).

A nominee may be eligible for membership within the CGPS provided at least one of the following three criteria are met:

the nominee has had previous experience supervising graduate students and/or has taught graduate-level course work in at least two of the last three years or

the nominee has conducted a peer review, or has had an article, book or exhibition of artistic work published or accepted for publication within the last three years or

the nominee has had substantial involvement in ongoing research which offers resources and opportunities for graduate students and

nominations for appointments within the CGPS have the support of the head of the academic unit and the office of the dean/executive director of the college/graduate school supporting the graduate program.

Roles of college members on student advisory committees

On rare occasions, individuals may be appointed to the university without holding a PhD or equivalent degree. The eligibility of those without a doctoral degree to be appointed as members of the College of Graduate and Postdoctoral Studies and participate on graduate student advisory committees will depend on the individual’s highest degree credential and previous experience and level of involvement in research. Table 1 defines the minimum experience and academic credentials to be eligible to participate in each of the roles on a graduate student’s advisory committee. All appointments to the College of Graduate and Postdoctoral Studies and any limitations to involvement on graduate student advisory committees require approval by the dean of the College of Graduate and Postdoctoral Studies. The possible roles that an appointee may hold shall be specified in the letter of appointment.

Table 1: Minimum experience and academic credentials to be eligible to participate in each of the roles on a graduate student’s advisory committee [1]

UG degree

UG degree + Professional Designation

Master degree

PhD

Member of Advisory Committee

No additional experience required

No additional experience required

No additional experience required

No additional experience required

Co-supervise Master student with experienced faculty

Not eligible

No additional experience required

No additional experience required

No additional experience required

Supervise Master student

Not eligible

co-supervised at least 1 master student to successful completion

No additional experience required

No additional experience required

Co-supervise PhD student with experienced faculty

Not eligible

No additional experience required

No additional experience required

No additional experience required

Supervise PhD student

Not eligible

co-supervised at least 1 PHD student to successful completion

co-supervised at least 1 PhD student to

successful completion

No additional experience required

[1] Nominations for appointment within the CGPS must be supported by the head of the academic unit and the office of the dean/executive director of the college/school supporting the program. Such nominations are at the discretion of the dean of CGPS.

Roles of graduate chairs

The CGPS is dependent upon academic units for information and action in the administration of graduate programs. While the academic unit Head or Dean/Executive Director carries the responsibilities outlined below, it is traditional and preferable that these be delegated to a Graduate Committee and/or Graduate Chair. Consequently, the position of Graduate Chair is of critical importance in ensuring the success of the program and of individual students.

The nature of the responsibilities of Graduate Chairs differs between academic units. Each Graduate Chair has a formal role and responsibilities relating to the CGPS Graduate Council, including the College’s Executive, Awards, Nominations, Academic Affairs, and Programs Committees.

These guidelines are intended to enhance the effectiveness of shared efforts in graduate admissions, program administration and the general flow of information. They indicate the areas of responsibility identified as important by the CGPS for the good management of graduate programs.

Internal Consultation - Presides over the academic unit Graduate Affairs Committee and executes the results of its discussions and decisions.

Admissions - Receives all documentation needed to consider student applications for admission to the unit, consults with appropriate staff (usually involving the Graduate Affairs Committee), forwards a recommendation for admission to the CGPS when the unit has so decided, and informs the applicant about the outcome of the application. When the unit has decided negatively, documentation must be kept on file in the unit for one year, but is not forwarded to the CGPS; the decision may be challenged to the Associate Dean (Programs) or appealed to the Graduate Academic Affairs Committee. When the unit has decided positively, the unit is encouraged to so notify the applicant. A copy of the letter must be sent to the CGPS. This notification must clearly state that the unit's recommendation is to recommend admission, but the actual admission is made by the CGPS.

Consults with the CGPS in all matters regarding student admissions and credentials.

Administration of Graduate Program

Ensures that appropriate records for each graduate student in the unit are kept.

Ensures that an Advisory Committee is named in a timely way for each graduate student.

Ensures that graduate course offerings, supervisory resources, and other facilities are adequate to meet the needs of graduate programs and submits a Program of Studies.

Ensures that information on student programs and progress is kept up-to-date.

Ensures that Advisory Committees meet at least annually with the student, with minutes and Progress Reports are entered in PAWS.

Takes appropriate action when there is reason to believe that students are not making satisfactory progress in their program.

Schedules qualifying and comprehensive examinations and serves as chair of examinations.

Ensures that the student has met all program requirements before requesting approval of the External Examiner for thesis defences; consults with the CGPS in scheduling oral thesis defences; submits the name of the External Examiner; and ensures that all convocation forms are submitted in a timely way to the CGPS when a student applies to graduate.

Ensures that CGPS policies, regulations, procedures, and deadlines are known by graduate students, faculty members, and staff.

Coordinates and deals with correspondence to and from the CGPS; advises the CGPS of any particular problems or concerns.

Advises the CGPS Associate Dean in matters regarding goals and objectives pertaining to the delivery of graduate programs.

Coordinates development of new graduate courses and programs; arranges for the revision of courses and programs as appropriate; oversees the deletion procedures for graduate courses and programs; works collaboratively with the CGPS in the implementation of Catalogue revisions; prepares necessary documentation for Special Case graduate admissions.

Scholarships/Awards

In consultation with the Graduate Affairs Committee, coordinates the submission of recommendations for University Graduate Scholarships to the CGPS Awards Committee.

Coordinates submission of graduate student scholarship and fellowship applications to external funding agencies and for all other external awards, providing information, material and advice as appropriate.

Administers Graduate Teaching Fellowships in collaboration with the CGPS and the academic college (see Policy 20.2.2).

Graduate Chairs in academic units belonging to the Devolved Scholarship System will follow their own academic unit scholarship action plan, approved by the CGPS, as to how they are to administer their university graduate scholarship funds from the CGPS.

As much as possible coordinates and provides information to students and to the CGPS on all available sources of funding; works to enhance funding sources.

Ensures that graduate students who receive teaching/service assignments are properly supervised and that they and their supervisors are fully informed in advance about the nature of the assignments and CGPS/University policies and regulations which govern them; facilitates the offering of instructional development training to graduate students.

Works collaboratively with the CGPS Director of Graduate Awards and Scholarships.

General Duties

Facilitates and authorizes on behalf of the unit, student registration in courses and any changes in registration which conform to the student's Program of Studies.

Informs students regarding the policies, requirements and regulations of the CGPS and of the unit.

Ensures students receive ongoing research supervision, meet regularly with their supervisors, and the quality of supervision is adequate; investigates when there is reason to believe relations between students and supervisors are not satisfactory.

Counsels individual graduate students and engages in discussions with student organizations as appropriate, ensures necessary resources, facilities and support are available to graduate students.

Ensures academic unit and university policies in areas such as safety, academic integrity, sexual harassment, Intellectual Property, etc., are known by students and faculty; mediates as necessary when students, instructors, supervisors or Advisory Committees come into dispute and, if necessary, reports such occurrences to the CGPS Dean; follows through when any such matters become the subject of formal investigations or hearings.

Standard Graduate Faculty Membership in the College of Graduate and Postdoctoral Studies (CGPS) is held for the purpose of furthering the education of graduate students and enhancing the research, scholarly and artistic work at the University of Saskatchewan. Individuals with academic appointments within other colleges/schools may be nominated as members of graduate faculty within the CGPS. This includes tenured, probationary, continuing term, emeriti, or in some circumstances academic programming appointments. Membership in the CGPS faculty is for five years (July through June), renewable for as long as the member remains in good standing and active in graduate and postdoctoral studies
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Each Medical Faculty member must be a licensed Saskatchewan physician or a Clinical PhD, holding a clinical appointment in the individual’s respective health region as well as an academic appointment in a department or a division within the College of Medicine at the University of Saskatchewan. A Medical Faculty membership is subject to the limitations outlined by The University of Saskatchewan Act with respect to the statutory definition of a faculty member and as defined by the Procedures Manual for Medical Faculty. CGPS Medical Faculty members are members of graduate faculty within the College of Graduate and Postdoctoral Studies. Appointments as Medical Faculty within CGPS are valid for five years (July through June), renewable for as long as the member remains in good standing and active in graduate and postdoctoral studies.CGPS Medical Faculty wishing to be involved in the education of graduate students and/or involvement with postdoctoral fellows within a second academic unit may be recommended for a one-time appointment and/or be nominated for associate membership.

An individual who is not an employee of the University of Saskatchewan whose knowledge, expertise and skills contribute to the academic unit’s research and teaching functions with respect to graduate students and postdoctoral fellows, may be recommended for appointment as an adjunct professor (USFA collective agreement 13.1.2). Adjunct professors are members of graduate faculty within the College of Graduate and Postdoctoral Studies and are encouraged to participate in the affairs of the college as appropriate. Memberships are valid for five years (July through June), renewable for as long as the member remains in good standing and active in graduate and postdoctoral studies. (e.g. Adjunct professors usually hold a PhD and an academic appointment at another university. Adjunct professors are also commonly employed within a government-funded laboratory or have an affiliation to the UofS through research collaborations.)

Professional Affiliates may be self-employed, may be employed in staff positions at the university, or may be members of external organizations. These individuals will normally have valuable skills, education, and experience, without necessarily meeting criteria required for appointment in a tenure-track faculty position. Professional affiliates cannot be research supervisors, although they are eligible to serve on graduate student advisory and examining committees and are able to teach graduate courses, when their qualifications are appropriate. Academic units may recommend individuals be appointed as professional affiliates whom they wish to have associated with their research, graduate teaching, or professional program(s). Professional Affiliates are not considered members of the CGPS faculty and they shall serve without additional salary from the UofS.

The Dean shall report at least once annually to the Graduate Faculty in a meeting called for that purpose. At a duly constituted meeting, Faculty may review actions taken by the Graduate Council at its last meeting, and, may formally decide to exercise any of the duties and responsibilities delegated to Council. The quorum for Graduate Faculty is 50 members.

The Dean shall call a meeting of the Graduate Faculty when requested to do so in writing by 50 members of the Faculty or by the Graduate Council, and such meeting shall be held no later than one month following the request.

A one-time member may be appointed to serve on a graduate student advisory committee, teach a graduate-level course or serve as an external examiner of a master student’s thesis. At minimum, the one-time member is expected to be a subject matter expert and typically have an earned degree equivalent to or advanced beyond that sought by the student. Generally, one-time members are non-CGPS members who have specific expertise in a specialized area and wish to contribute to the program of an individual graduate student.

In no case may a non-member of the CGPS faculty serve as sole research supervisor of a graduate student. Non-members may assist with the direction of a graduate student’s research, following approval by the Dean, by being appointed as a co-supervisor. One of the co-supervisors must be a member of CGPS. At minimum, a non-member of CGPS faculty serving as a student’s co-supervisor is expected to have expertise relevant to the research being conducted, and typically have an earned degree equivalent to that sought by the student being co-supervised. The same expectations apply to non-members being appointed as advisory committee members and Master’s external examiners.

The Dean of the CGPS retains the authority to reject a recommendation for a non-member’s participation based upon alternative factors not indicated above. Further, the Dean may also allow exceptions to any of the expected criteria indicated above, after considering additional factors indicated in an appeal by the Graduate Chair, Department Head or Executive Director of the unit making the recommendation.